MINUTES OF THE REGULAR MEETING OF THE BOARD OF DIRECTORS
OF THE
ARABIAN ACRES METROPOLITAN
DISTRICT
Held:
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Attendance |
The regular meeting of the Board of Directors of the Arabian Acres
Metropolitan District was called and held in accordance with the statutes of
the State of Dennis S. Yoder Gene L. Billings Radford K. Walker Sandy D. Zuniga Also present: Ken Rupp, private District Consultant, Terry Malcom, Administrator for the District, and Jenny James, the District’s recorder of minutes. Director Biondo was excused due to a family emergency pursuant to 32-1-905(1) (g), C.R.S. |
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Call to Order |
Director Yoder noted that a
quorum was present and called the regular meeting of the Board of Directors
of the Arabian Acres Metropolitan District to order at |
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Disclosure Matters |
Director Yoder asked the Board
to confirm that no changes have occurred to any of the Directors’ interests
that warrant amending the written disclosures on file with the Secretary of
State’s Office with regard to any potential conflicts of interest. Pursuant to |
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Public Comment |
No public comment was received. |
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Approval of Minutes |
The minutes of the regular
meeting of the Board of Directors held |
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Financial Matters |
Mr. Malcom reviewed the
monthly financial statements and expenses with the Board. The income
budget statement was also discussed. Discussion ensued regarding
several accounts that were delinquent.
There are four accounts totaling $3700 on the past due list. The list is up-to-date as of today. The deadline is Discussion ensued regarding the upcoming audit. Director Biondo and Mr. Malcolm will put
together reconciliations and bank statements.
Auditors must receive information by A motion was made to accept the financials as presented. The motion was seconded, unanimously carried and was approved. |
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Administrator’s Report |
Discussion ensued regarding water usage. There is about a 50% water loss; over a two month period. A meter check will be conducted to see if meters are performing correctly. |
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Operator’s Report |
Mr. Barwick, the District’s water system operator was not present to give the Operator’s Report. Discussion ensued regarding Wells #3 and #4. Well #4 has been shut down pending the Board’s approval to replace the pump. There was further discussion regarding the Operator being able to purchase items up to $500 without the Board’s approval and that the pump would fall into this category. Well #4 is a priority and well #3 is a major concern. Well #3 operates on timers and should be monitored on a regular basis. Mr. Rupp stated the ID badges for the Operators have been completed. He also stated corrections to the monitoring plan were given to Chris Stroll and that water quality is not an issue. |
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Attorney’s Report |
None Given |
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Consultant’s Report |
Mr. Rupp confirmed no additional movement on any of the easements or the water decree. He hopes to resume progress soon. |
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Other Business |
New Directors are to
be elected at this meeting and Director Yoder opened the floor for
nominations. After discussion, the following
Directors will serve in these offices: Director Billings as President, Director
Biondo as Treasurer and Director Zuniga as Secretary. This motion was seconded and it was carried
unanimously with no discussion. Oaths
were signed by the new Board Directors. Discussion ensued regarding liability insurance for the Water Operators. Mr. Barwick has been working on this issue since January. He has also not completed his LLC. Mr. Barwick is out of compliance for not having any insurance during the time he has worked for the District. The cost for liability insurance is $5,500 for one year with an initial payment of $1,956. The Board discussed paying 2/3 of the initial insurance payment and recapping it back. There was also discussion regarding Mr. Barwick’s performance. A subcommittee consisting of Director Billings and Mr. Ken Rupp will be formed to sit down with Mr. Barwick to go over what is expected of him and setting up a timeline regarding preventive maintenance and maintenance. There was a motion that the Board pay, $652, 1/3 of the first 3 months liability insurance payment, for Mr. Barwick, and that he be given one week to pay the difference. In addition, Mr. Barwick will be instructed on issues that need to be immediately remedied regarding maintenance. If after one week Mr. Barwick does not comply and pay the rest of his liability insurance, he will automatically receive a notice of default. If he does comply, a counseling session will be set up regarding his performance. The motion was seconded, unanimously carried, and was approved. The Board discussed whether the District would have to bid a new contract if over $25,000 if the current water contractor was let go. Further discussion will be continued at the next meeting. Discussion ensued regarding sending a demand letter to AquaTest for history files of the district in a format that can be opened. Mr. Rupp will come up with a specific list of items to be included in the demand letter and will give it to Ms. Fritsche of Seter and Vander Wall, P.C. the District’s legal counsel. An e-mail was received from Joan Fritsche of Seter and Vander Wall,
P.C. regarding Dawn Schilling’s commitment letter. An Accountant is needed by law for the
District. There is a firm bid on Ms.
Shilling and she has worked with other Districts. She charges a fee of $75 an hour. Ms. Shilling will work on the budget and
bond issues. If more than 20
hours are worked, the Board needs to approve it. A motion was made to contract
with Dawn Shilling to be the accountant.
Any amount of time over 20 hours or $1500 must be approved by the
Board President. Any amount of time
over $3,000 must have Board approval.
The motion was seconded, unanimously carried and approved. A motion was made that the amount the President could approve for spending on emergencies would be $1,000. Anything over that would require the Board’s approval. The motion was seconded, unanimously carried and approved.
Discussion ensued regarding Tap transfer fees. Currently, the tap goes with the lot bought. Taps cannot be transferred to different properties. Further discussion will be conducted at future meetings. Out of 305 Newsletters sent out, only 15-20 were returned because of no such street addresses, when in actuality, it was the correct address. |
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Adjournment |
There being no further business
to come before the Board, and upon motion duly made, seconded and unanimously
carried, the meeting was adjourned at |
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_________________________________________ Secretary for the Meeting |
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